Effective June 23, 2020, the Refugee Protection Division (RPD) will allow the exchange (i.e. receiving and sending) of documents electronically using Canada Post epost Connect™.
This change in practice is being carried out in accordance with the RPD's Rules (Refugee Protection Division Rules), which permit documents to be provided by electronic means when allowed by the Division.
This practice notice provides important information regarding the exchange of documents between parties and the RPD. It updates and replaces the July 4, 2017 Notice regarding the submission of documents through epost Connect™. Please review it carefully before using epost Connect™.
Who can send documents using epost Connect™
This practice notice applies to all parties to an RPD proceeding. For the purpose of this notice, a party includes their counsel and any designated representative.
Use of epost Connect™ is voluntary. All parties to a proceeding continue to have the option of providing all documents to the RPD by one of the ways set out in the Division's Rules.
What cannot be done using epost Connect™
General inquiries, applications or other requests submitted in the body of an epost message will not be accepted. All documents must be submitted as an attachment.
For scheduling enquiries, parties should continue to contact the appropriate
The IRB is not allowing documents to be provided between parties through epost Connect™ unless both parties consent. Parties to a proceeding should continue to provide documents to each other by one of the ways set out in the Division's Rules. Please contact the Canada Border Services Agency or Immigration, Refugees and Citizenship Canada directly to obtain their contact information.
Documents that can be submitted to the RPD using epost Connect™
Any document may be submitted electronically to the RPD using epost Connect™, including:
- RPD forms
- Disclosure of documents
- Written submissions
Where there is a requirement in the Division's Rules for an original document to be provided, the Division will accept the filing of a copy through epost Connect™. Parties must keep the original until their proceeding has been finalized and at least 30 days after all appeal periods have expired.
Documents that the Division may send using epost Connect™
Once a party has successfully registered for epost Connect™, the RPD will consider their epost Connect™ address to fall within the definition of “contact information" in the RPD Rules. The RPD may use epost Connect™ or the party's other contact information to provide documents. How a document will be provided is at the discretion of the Division. epost Connect™ will only be used to provide documents classified as Protected B or lower.
If you previously signed up to send documents by epost Connect™ but do not wish to receive documents in that manner, you can change your contact information by notifying the RPD in writing.
Instructions for submitting documents by epost Connect™
To begin the epost Connect™ registration process to submit documents, you must first complete an
online form and submit it to the corresponding regional office. Counsel who have previously registered to submit documents to the RPD using epost Connect™ do not need to register again. Counsel can use the already-existing conversation they have with the RPD to submit documents.
Once your completed online form is received, the IRB will contact you through a secure epost Connect™ conversation and you will be able to submit documents to the RPD. If you do not have an epost Connect™ account, you will be asked to register on the Canada Post website.
Do not wait until a document is due before completing the IRB's online form. The various time limits set out in the Division's Rules continue to apply. For this reason,
please complete the
online form to request a secure connection no later than two business days prior to the date on which the document that you wish to submit electronically is due. If you are not able to do so, you should provide the document in one of the ways set out in the Division's Rules and not through epost Connect™.
Parties may change their contact information, including consent to use epost Connect™, at any time by notifying the Division in writing.
Submitting documents through secure epost Connect™ conversations
You may submit documents related to RPD claims and applications located in the same region using the same secure conversation. When submitting a document to the IRB through epost Connect™, the message box should be left blank.
You must submit all documents in the form of PDF attachment. Please see the
Instructions on how to submit documents through epost to the RPD for more details on requirements for document submission.
Instructions for receiving documents by epost Connect™
If you wish to be eligible to receive documents from the Division through epost Connect™, you must first register to submit documents to the IRB, following the process outlined above.
You may then submit a written request to any of the IRB regional offices indicating that you wish to receive documents from the IRB through epost. Your request must include your full name and your role in a proceeding (for example, counsel, claimant or appellant), and it must follow the instructions on how to submit documents through epost to the RPD. Parties who appear before the IRB on a regular basis only need to do this once.
After your written request is received, the IRB will communicate with you the next required steps to complete the registration process for receiving documents through epost Connect™.
Once the registration process is complete, a secure conversation may be established and you may receive documents from the Division through epost Connect™.
Division's Rules continue to apply
Unless otherwise stated, the requirements set out in the Division's Rules continue to apply to the submission of documents using epost Connect™ (Refugee Protection Division Rules).
When is a document received if submitted through epost Connect™
A document provided electronically to the RPD is considered to be received at the date and time it is recorded as sent in epost eConnect™.
How to get help
If you are having technical problems with epost Connect™, please contact Canada Post's support service at 1-877-376-1212.
If you have questions regarding this notice, please contact your